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Administrative Support Coordinator -Hourly through October 15, 2024

Apply now Job no: 541075
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Time Varies, On-site (work in-person at business location)

Classification:   Administrative Support Coordinator II
Hours:  Temprory, hourly (no more than 15 hours per week) through October 15, 2024
FLSA:  Non-exempt 

Anticipated Hiring Salary Range: $25.00 per hour
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date:  July 23, 2024
Recruitment Status:  CSUMB Internal Only

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year.  With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030. 

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University. As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under the general supervision of the Director of Admissions and Recruitment with daily oversight by the Admissions Lead Student Information Systems Analyst, the Temporary Admissions Support Coordinator is responsible for supporting the processing of domestic, international and graduate admissions applications, coordinating and executing the processing of related documents, and resolving unknown school codes. In addition, with the support of Admissions Processing Analyst(s), Admissions Student Information Technology Analyst, and the Admissions Lead Student Information Systems Analyst, the incumbent is responsible for processing admissions related transactions in OnBase, OASIS (PeopleSoft CS), and WebAdmit in support of the application for admission.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  • Performs a variety of technical duties in OASIS, OnBase and WebAdmit using manual entry and workflow management to enter and update, transfer coursework, degrees, and test scores. This includes using OnBase workflow to index and identify/update keywords, identify degree entry needed; using OASIS to enter test scores, coursework, and degrees and update transcript data, using WebAdMIT to identify schools attended as needed. Serves as coordinator for all activities and use of the Center.  Coordinates scheduled use and places activities on the calendar.  Schedules Center usage and lifeguard staff for these activities.  Schedules pool usage for the summer swim programs.
  • Processes application related paper documents. This includes: opening mail, labeling with document and OASIS information, filing, scanning to OnBase, and executing hard copy searches
  • Supports data correction for day-to-day batch application processing and ERSA as directed. Processes and performs quality control checks and executes corrections on all transcript data (i.e.; EDI, OCR, PDF, Hard Copy).
  • Processes major change requests. Manually updates admissions checklist when necessary including: transcripts, test scores, application fees, and residency data. Assigns and updates athletics and other recruitment categories as directed.
  • Provides document processing status reports as directed
  • Assists with Admissions, Recruitment, Orientation, and other events and functions that support CSUMB goals and objectives, as needed.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be fully functional in all technical aspects of work assignments.  Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports;  effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.  Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing.  Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

SPECIALIZED SKILLS:

Knowledge of basic methods and procedures for administering admissions related processes. Ability to organize and plan work and projects including handling multiple priorities. Ability to compile, write, and present reports related to admissions related processes.

PREFERRED QUALIFICATIONS:

Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent <student/finance> information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; intranet drives; and internet browsers.  

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
  • This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards; responsibility for the care, safety and security of people (including children and minors), animals and CSU property; responsibility or access/possession of building master or sub-master keys for building access.
  • This position is designated as a Campus Security Authority (CSA).  The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks.  The position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

BENEFITS/PERKS: 

Employees who are not initially eligible upon hire date for CalPERS retirement membership are required to participate in the CSU Part-time/Seasonal/Temporary (PST) Retirement Plan in lieu of Social Security. Employees enrolled in this program contribute 7.5% of their gross wages, on a pre-tax basis, to a retirement account that is available after separation of employment.

CSUMB offers health or FlexCash benefits to employees in eligible positions under the Affordable Care Act (ACA).  There may be other benefits available dependent on appointment type.  Please refer to the CSU Voluntary Benefits Plans.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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